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4 Jun 2015

Operations Administrator, Kenya Program Job Vacancy

The Nature Conservancy
Job Title:Operations Administrator, Kenya Program
Job Family:Operations
Job Number:570014
Salary Grade: 4
Status: Salary

Summary: 
The Operations Program Coordinator is responsible for a variety of operations activities in
support a program’s approved tactics.

Essential Functions

  • The Operations Program Coordinator is responsible for performing multiple administrative functions related to the assigned program.
  • S/he may be responsible for scheduling and coordinating logistics for special events and/or meetings, purchasing, central filing, mailroom operations, facility management, telecommunications, and/or reception.
  • S/he may assist with the recruitment and training of program volunteers, and may coordinate the activities of volunteers.
  • In addition, the Coordinator may perform Information Systems, Human Resources, and Finance administrative tasks, including processing forms, preparing reports, and monitoring budgets.
  • S/he uses available systems and resources to maintain, track and research data, and produce and review reports.
  • S/he applies established processes and practices in order to improve effectiveness and documents program procedures for reference by staff.
  • S/he will coordinate activities with multiple variables, setting realistic deadlines and managing the timeline.
  • The Coordinator may handle inquiries about business unit activities and assist in the development of program materials and correspondence.
  • S/he will work cooperatively with Conservancy staff, providing information necessary to make decisions and solve problems.
  • The Coordinator may communicate on behalf of the supervisor with internal and external sources, including staff, donors, vendors, and business relations in order to coordinate arrangements, convey information, and
  • ensure successful execution of program.

Responsibilities & Scope

  • Demonstrate sensitivity in handling confidential information.
  • Does not supervise any staff, but may supervise volunteers, interns, or temporary staff.
  • Duties are performed under general supervision and established guidelines.
  • Financial responsibility may include purchasing, processing invoices, contracting with vendors, and assisting with budget tracking.
  • Identify routine problems and utilize existing resources for resolution, refers difficult questions and problems to supervisor.
  • Make day­to­day decisions within the scope of work assignments and prioritize work independently.
  • Serve as a team member for assigned projects.
  • Willingness to travel, work overtime, and work evenings and weekends as needed.
  • Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.

Minimum Qualifications

  • Bachelor’s degree and 1 year experience or equivalent combination.
  • Valid Driver’s License.
  • Experience in business writing, editing, and proofreading.
  • Experience organizing time and managing diverse activities to meet deadlines.
  • Experience performing one or more administrative processes.
  • Experience working and communicating with a wide range of people.
  • Preferred Knowledge, Skills & Experience
  • Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems.
  • Ability to apply research skills.
  • Ability to write and edit written materials for use with program communications and special events.
  • Database skills, including managing and tracking data, and producing reports.
  • Excellent “customer service” skills and focus.
  • Experience, coursework, or other training in relevant field.
  • Strong organizational skills and attention to detail.

Organizational Competencies

  • Communications
  • Effectively expresses messages verbally and in writing.
  • Actively listens to others.
  • Fosters open exchange of issues.
  • Is timely with information.
Flexibility & Innovation
  • Flexible to changing circumstances.
  • Takes innovative approaches towards work.
  • Takes calculated risks and makes dependable decisions in the fact of uncertainty.
Interpersonal Savvy
  • Maintains positive working relationships.
  • Contributes to productive partnerships inside and outside the organization.
  • Understands team member roles and values the contributions of others.
  • Effectively deals with conflict.
Open to Learning
  • Versatile learner and committed to self­improvement.
  • Employs strengths effectively.
  • Willingly shares knowledge with others.
  • Seeks coaching on areas needing improvement.
  • Adjusts behavior/performance as needed.
  • Views mistakes as learning opportunities.

Organizational Awareness

  • Understands the basics of our business.
  • Knows how local job relates to the big picture & contributes to the overall strategy.
  • Knows how/why things work inside TNC.
  • Easily moves through internal networks and channels for success.

Produces Results

  • Takes Initiative.
  • Focuses on priorities.
  • Strives for excellence.
  • Is dependable and accountable for results.
  • Persistent in the face of obstacles and meets deadlines.

This description is not designed to be a complete list of all duties and responsibilities required for this job.

How to Apply:

To apply for this position, please submit a resume/CV and cover letter to Africa@tnc.org subject line:
OPERATIONS ADMINISTRATOR, KENYA PROGRAM.

Applications must be submitted by Friday, June 5th, 2015 to be considered.

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